Voice notes
Say what happened after a meeting and Lynqu does the paperwork. A voice note on a lead becomes a transcript and a short summary, every follow-up you mention becomes a task, and details you say out loud fill the gaps on the lead. Say “let Anna know” or “set her to hot” and that happens too.
Transcription and summaries are included with Business + AI and Enterprise at no extra cost. Reading the details out of a note uses 1 AI credit per note, from your workspace’s shared AI credits. See billing.
Which notes this covers
Section titled “Which notes this covers”- A voice note recorded on a lead’s page in the web app.
- A voice memo recorded in the Lynqu app on iPhone or Android, on a contact you scanned with a workspace card. It reaches the lead that contact created.
- A recorded call to a lead. Calls work a little differently, see recorded calls.
Voice notes a member keeps on their own personal contacts are not covered.
What a note turns into
Section titled “What a note turns into”Transcript and summary
Section titled “Transcript and summary”The note keeps its recording and gets the full transcript, with a short summary at the top.
Every follow-up the note mentions becomes a task on the lead straight away. You do not have to accept them first, and there is no limit per note. A lead holds at most 25 tasks; when a note mentions more than fit, the note says how many were left out.
Lead details
Section titled “Lead details”Details you state fill fields that are empty on the lead:
- first and last name
- job title, company and website
- city and country
- industry and company size
- budget and timeline
A value someone already entered is never replaced, even when the note says something different.
Email addresses and phone numbers
Section titled “Email addresses and phone numbers”An email address or phone number heard in a note is never written on its own. It waits on the lead page in a From your voice note card, where you confirm it or correct it. A misheard digit costs you a lead, so a person always checks.
The card also asks about details the note implied but never said. “I’ll email her the deck” with no address on the lead gets a question asking for one.
Whatever you enter on the card is saved as your own entry, exactly as if you had typed it into the lead. Suggestions nobody confirms are deleted after 30 days.
Spoken instructions
Section titled “Spoken instructions”You can tell Lynqu to do things in the note itself. An instruction is carried out only when the name you say matches exactly one existing thing in your workspace. If nothing matches, or more than one thing does, nothing happens and the task from the note stays on the lead for you to do by hand.
Nothing is ever created from a spoken name: no new tag, campaign, template or sequence.
| Say something like | What happens | It is skipped when |
|---|---|---|
| “Let Anna know she’s interested” | Anna gets a notification about the lead | Anna cannot see the lead |
| “Tag her trade show” | The tag is added | Your workspace does not already use that tag |
| “She’s hot” (or warm, cold) | The lead’s temperature is set | Someone picked the temperature by hand |
| “Add him to the spring launch campaign” | The lead is linked to the campaign | The lead is already in another campaign |
| “I’ve sent the pricing sheet” | The matching open task is marked done | No open task on the lead matches |
| “Give this one to Marco” | The lead is assigned to Marco | You are not allowed to manage leads |
| “Hand her to Ava” (an AI employee) | The AI employee takes the lead | You are not allowed to manage AI employees |
| “Send her the pricing follow-up” | That saved team email template is sent | The template is a personal one, not a team one |
| “Start the demo sequence” | That saved team follow-up sequence starts | The sequence is a personal one, not a team one |
Everything an instruction did is written on the lead’s activity, so you can see it and undo it by hand.
Meeting times
Section titled “Meeting times”A note that asks to meet (“let’s find time next Tuesday”) sends the lead a choice of up to three open times from your own booking page. They are on the day you named when you have open times then, otherwise on the next days you do.
Times are sent only when all of these hold:
- the lead already had an email address before the note
- the lead has not unsubscribed, bounced or objected
- you have a published card with booking turned on
Otherwise the note’s “schedule a meeting” task stays on the lead for you.
Emails follow the usual rules
Section titled “Emails follow the usual rules”Templates, sequences and meeting times sent from a note go through the same checks as every automated email from Lynqu: unsubscribes, bounces, objections and sending limits. A note never gets around them.
Recorded calls
Section titled “Recorded calls”A recorded call gets the transcript, the summary, the tasks and the filled-in details. It never carries out spoken instructions and never sends meeting times. The lead is talking on that recording too, and their words must not send emails or change your workspace.
Turning it off
Section titled “Turning it off”Admins control this in Organization → Settings → AI, under AI on voice notes, with Let AI process voice notes here. On Enterprise, a custom role allowed to manage AI employees can change it too.
With it off:
- No voice note in the workspace is sent for transcription or a summary.
- Recordings are still saved and stay playable.
- Nothing already transcribed is deleted.
It covers voice notes on the workspace’s leads and on contacts scanned with a workspace card. It does not cover a member’s notes on their own personal contacts.
The wider switch that turns off all AI processing for the workspace is described in data governance.
What gets sent where
Section titled “What gets sent where”- The recording is stored with your workspace and counts toward its storage.
- The audio and the transcript go to our AI provider to write the transcript, summary, tasks and details, in the AI processing region your workspace uses. The provider does not keep them.
- The results stay on the lead: the note, its tasks, the filled fields and the suggestions card.
- Emails go only to the lead, and only as described above.
- Notifications go only to colleagues you named who can see the lead.
Privacy
Section titled “Privacy”Someone who has asked not to have their data processed gets no summary, tasks or details from voice notes about them, and any suggestions about them are removed. Suggestions nobody confirms are deleted after 30 days.
Before you record anyone, read consent and responsible capture.
What if
Section titled “What if”I said a name that matches two things. Nothing happens. The task from the note stays on the lead so you can do it yourself.
The lead already has a job title. It is kept. A note only fills empty fields.
The lead has no email address. No meeting times are sent, and the “schedule a meeting” task stays. An address you said waits on the From your voice note card. Confirming it later does not send the times, so book the meeting from the task.
The lead has unsubscribed. No email of any kind is sent from the note. The tasks are still made.
I named a tag nobody uses yet. It is not created. Add it by hand if you want it.
The note mentions more follow-ups than fit. The lead keeps up to 25 tasks. The note says how many were left out.
AI on voice notes is off. The recording is saved and plays as normal. No transcript, summary, tasks or details are made.
It was a call, not a note. You get the summary, tasks and details, but no instructions are carried out and no meeting times are sent.